Human Resources Adminsitrative Assistamt
The purpose of this job is to provide administrative support to the Director of Human Resources as well as the various human resource office operations, insuring smooth work flow of HR functions.
Reports to the Senior Director of Human Resources
Duties and Responsibilities:
§ Supports hiring, termination and other employee status changes including assisting supervisors in obtaining initial permission to hire, scheduling interviews, requesting written or phone references for the selected candidate, and maintaining resume files of qualified candidates. Notifies candidates of outcome of interview process. Answers applicants' questions regarding interview procedure, directions, etc. Informs HR Director and EEO Coordinator of hiring process status, pointing out potential problems or concerns. Prepares orientation and training packets and schedules and participates in new employee orientation. Informs new hires of all mandatory training to be completed within first 90 days of hire (i.e., Recipient Rights, CPR/First Aid, Person Centered Planning, etc.).
§ Prepares letters of offer, facilitates post-offer pre-employment requirement fulfillment, documents collection, including but not limited to background and criminal record checks, post offer physicals, and pre employment drug screenings. Develops and maintains agency automated and hard copy personnel files and other employee records. Verifies credentials of new hires and annual recertification/licensure. Enters and maintains data on new hires, terminations, and status changes of all employees and enters into payroll and agency data bases. Automates and maintains HR Transactions log. Prepares exit packages and schedules exit interviews.
§ Provide payroll department with updated information on employee status changes, including but not limited to changes in title, compensation, and family status, Notify Accounting Department of any errors or problems.
§ Assist Community Living Services Divisions (i.e., Oakland County, Kentucky) in recruitment, interview, hiring, payroll and HR processes as needed.
§ Maintains and updates agency staff credential records and reports, verify credentials of new hires and current staff. Conducts annual credentials audit of current professional staff. Inputs and maintains training database for all employees. Notifies supervisors of staff license expirations and unmet training requirements. Maintains credential records for STEP Personal Agents. Coordinates special projects such as budgets, audits, compensation surveys, lists and logs; collects data and provides coordinates necessary follow-up.
§ Prepares external HR reports, including but not limited to monthly statistical reports to MESC, annual EEO reports, and/or annual reports associated with the agency contract with funding sources. Under the direction of the HR Director, prepares customized reports relating to management functions on an as needed basis. Tracks and maintains current position descriptions and coordinates annual review/revision process. Monitors and tracks orientation and annual performance appraisals and maintains database including scores/ratings. Prepares organizational charts and maintains employee directory/departmental staffing lists. Provides assistance to administrative staff, as needed, including completion of statistical data/reports.
§ Assists in recruitment efforts for open agency positions. Assists in maintenance of HR intranet webpage. Participates on interview panels if needed. Provides assistance to inquiries regarding available positions and requirements as well as external requests on HR information needs and vendor solicitations.
§ Completes wage assignments, wage loss letters, garnishments, FHA letters, and employment verifications. Assists the HR Director with other duties as needed/assigned.
§ Keep abreast of changes in all Federal and State laws pertaining to employee labor law, changes in Federal and State wages, tax regulations etc. Orders and posts current Labor Law poster in visable agency locations.
Qualifications and Requirements:
High school graduate with additional computer and Human Resources training. Associate Degree or documented specialized training in Human Resources Essentials and employment records management preferred. Excellent organizational and computer skills are essential to this position.
Maintaining discretion and strict confidentiality of protected health information and personal information are essential to the functions of this position. Strong interpersonal skills; ability to work independently as well as with a team. Excellent written, organizational skills, usage of the English language, excellent oral and written communication skills, and professional demeanor are essential. Dependable, resourceful and skilled in time management with ability to multi-task, meeting multiple, concurrent deadlines.
Minimum of two years computer experience with Microsoft Office products with emphasis in database manipulation, graph/chart preparation, report generation, spreadsheet creation (i.e., Excel and VIsio) required. Prior knowledge of principles and practices of human resources with prior experience with interview scheduling, reference checks, HRIS (Human Resources Information System), and Automated payroll systems, highly preferred.
On-the-job In- Service and specialized seminar training in relevant employment/labor law and HR Record keeping, Best practice hiring guidelines and/or other related topics as needed.